Under the overall guidance of UNAIDS Country Coordinator and direct supervision of Senior National programme officer (first line supervisor), Administrative Associate ensures effective delivery of administrative work coherent to UNAIDS programme activities consistent with UNAIDS and UNDP rules and regulations.
The Administrative Associate can supervise clerical and support UNAIDS staff of the Programme and works in close collaboration with the UNDP operation's programme staffs in the CO required for resolving finance and admin related issues and exchange of information
Major Duties and Responsibilities
Provides assistance with regards to the implementation of the Programme and Admin activities: supports and assists in the organization of the meetings and activities of the UN TG & TWG on HIV & AIDS. Prepares seminars, workshops, training sessions, Handle and coordinates field visits for the missions in cooperation with Programme, NGOs and government departments, handle all logistic, financial and administrative matters. Liaise with different sections of UNDP i.e. Operations Service Support Unit (OSSU), Finance, HR etc. as and when required for facilitation and follow up.
Communicates information of interest to the UN TG & TWG on HIV & AIDS and other counterparts, drafts correspondence with national counterparts, assists in editing articles, press releases, human interest stories and other advocacy/informational materials which can serve as a documentary base for mass media and best practice Collection.
Contributes to the preparation of reports, project documents and submissions to the Government and UN TG & TWG on HIV & AIDS and other counterparts by collecting information from and reviewing Programme records and relevant documents. Prepares periodic and ad-hoc reports on Programme and UN TG & TWG on HIV &AIDS activities
Maintains Programme/project files for both completed and on-going activities and projects, including regional ones. Maintains electronics archive of project documents and relevant reports. Prepares and maintains records. documents and control plans for the monitoring' of project /Programme implementation. Arranges for recording and administrative processing of government requests
Maintain office filing system and up to date record of all Human Resources, and financial records accounts. Provide advice and assist staff members regarding administrative procedures and personnel related actions .i.e. staff contract, leave records, process medical insurance, and pension fund account and claims of staff in accordance with UNAIDS & UNDP rules and regulations.
Support in forecasting the budget for subsequent fiscal period and assist UNAIDS Country coordinator in preparation of monthly and quarterly financial reports to FST UNIADS, Geneva, cosponsors contribution to operational budgets, extra budgetary funds to the donors. Prepare and maintain ledgers for monitoring financial commitments along with mange and follow up petty cash of the office.
Carryout general and administrative arrangements, including preparation of local funding requests and briefs, as well as liaison with national and donor authorities, UN agencies and other international organization. Maintain financial and monitoring disbursement system. Process direct payment request, payments vouchers, financial authorizations and track of budget amounts and assure adherence to financial disbursement and control procedure.
Prepare legal letters, contracts/MOUs/agreements for Donors, implementing partners and other stack holders following UNDP rules and regulations.
Reviews plans of Programme operations and takes appropriate follow-up actions for use by the supervisor. Prepares background information for use in discussions with the Government and other organizations.
Drafts and replies to routine correspondence relevant to fields of work and ensures follow-up. Clears correspondence in accordance with established procedures and accuracy of statements before being signed by the supervisor. In this context, may be required to prepare translations.
Works with local staff for Finance & Admin issues and exchange of information. Support UNAIDS Country Coordinator in supervision of clerical and general service staff of the office for specific tasks as assigned. Undertakes any other relevant duties that may be assigned by the supervisor in support and assist all relevant UNAIDS project in the country as required by the UNAIDS Country Coordinator within the mandate of UNAIDS.